All Posts in Category: Team Building

Management Resolutions for the New Year

  1. I recognize that I am responsible for achieving results through others and that I need them more than they need me.
  2. I will strive to produce products and/or deliver services for less than they cost to produce or deliver, thus making a profit.
  3. I will be profitable and productive by improving utilization of personnel, material and other assets.
  4. I will develop our team based on personal accountability, i.e. each team member will deliver value greater than his or her total cost of employment.
  5. I will concentrate on excellence rather than perfection.
  6. I will become credible by earning my authority, not demanding it.
  7. I will use more influence and persuasion and less authority and control.
  8. I will ask better questions to get better answers and results.
  9. I will identify and stay in high payoff activities; and, get my team members to do the same.
  10. I will improve my ability to delegate and delegate more effectively.
  11. I will include people in the decision making process to increase their commitment, ownership, and results.
  12. I will use positive confronting to correct inappropriate behavior and I will resist the temptation to use sarcasm, criticism, or any other form of mental abuse.
  13. I will invest at least as much time on preventing problems as I spend solving them.
  14. I will hire for talent, train for skills, teach for knowledge, and motivate for growth and profit.
  15. I will focus on strengths and manage around weaknesses.
  16. Being a manager or supervisor can be very rewarding and very challenging at the same time. I will develop a high sense of urgency for outcomes; and, at the same time, I will also be patient with people.

 

Happy Productive & Profitable New Year!

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HOW TO ENERGIZE PEOPLE

Energy, not time, is the fundamental currency of high performance. Performance, health and happiness are grounded in the skillful management of energy. The number of hours in a day is fixed, but the quantity and quality of energy available to us is not. It is our most precious resource. Excerpts from “The Power of Full Engagement” by Jim Loehr and Tony Schwartz.

As a leader, you are the steward of your team members’ energy. Here are ten things you can do to keep energy at a high level on your team:

  1. Say what you will do and do what you say. When people know you are a person of integrity and they can count on you, their trust level goes up and they can use their energy in productive pursuits.
  1. Help people remember their past successes. People have a tendency to vividly remember their past mistakes and failures and forget or diminish their past successes. By helping them remember their past successes, you help them boost their energy.
  1. Help people set short-term goals and break more complex goals into “bite-sized,” chunks. When people enjoy frequent successes, they become energized. The saying that “success breeds success” is absolutely true. Small successes lead to big successes.
  1. Look for opportunities to recognize and praise people. Praise is a great elixir. It builds self-esteem, bolsters self-image, and creates an adrenalin rush that generates an abundance of energy. Praise is the catalyst for energy.
  1. Help people focus on the next step. When people realize the power of progressive realization and develop an “I can do that (next step)” attitude, improved performance and success are inevitable which, in turn, helps create more energy.
  1. Help people identify their passion. Passion creates energy. When people know what their passion is and take steps to pursue and fulfill it, they are going to be energized.
  1. Inspect what you expect. People respect you more when you inspect what you expect. This helps people become more accountable, and being accountable produces energy.
  1. Keep score. Keeping score helps people know whether they are winning or losing and stamps out uncertainty. Certainty creates energy. Uncertainty drains energy. As a leader, one of your most important jobs is to help stamp out uncertainty.
  1. Encourage people. When people feel encouraged, they can overcome incredible adversity. Overcoming adversity builds self-esteem and generates more energy.
  2. Help people bring out their enthusiasm. Enthusiasm gives people energy. It creates a positive aura and helps people relax and feel confident.

Being fully engaged in work you enjoy generates energy. A high energy level will help you feel invigorated, confident, challenged, joyful, and connected. All of these characteristics will help you be the “generator” for the members of your team.

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THE PROPER USE OF AUTHORITY

The proper use of authority will help you influence the people whose cooperation is needed to accomplish the tasks to be completed for the achievement of your organizational goals. The following ten points will help you use authority properly:

  1. Develop trust. It’s not automatically given; it must be earned. Be a person of integrity. Say what you are going to do and do what you say. Treat people fairly and with dignity and respect.
  1. Openly communicate more than you have to or need to. Make it your top priority. Communication, like nature, abhors a vacuum. In the absence of communication, people will create their own messages, typically in the form of rumor, innuendo, and gossip.
  1. Be as specific as possible in the words and phrases you use. Most conflicts and controversies are caused by people not understanding one another. When you use specific, easy to understand words and phrases, you increase the likelihood of being understood.
  1. Supply whatever background information and reasons people need to understand changes. General George S. Patton is quoted as saying, “Never tell people how to do things. Tell them what to do, and why, and they will surprise you with their ingenuity.” When you introduce change, make sure people understand why the changes are being made.
  1. Be absolutely honest with all employees. If you lie, or sugar-coat the truth, your credibility will be destroyed and, remember, the truth will always find you out.
  1. Actively share information. One of the strongest motivators for people is to be “in on things.” Hording information doesn’t give you power, sharing it does.
  1. Talk to an employee as one adult to another (the way you would like your boss to talk with you). Even if employees act like children, resist the temptation to treat them like children. People will live up or down to your expectations. When you treat people like adults, they are more likely to act in a mature way. When you are condescending toward people or treat them with disdain, they will feel it and resent you for it.
  1. Always solicit employee ideas, suggestions, and reactions. Everybody wants to feel important. Everybody can feel important when somebody understands and believes in them. It doesn’t take much effort to make people feel important. Little things, done deliberately, at the right time, can make a big difference. Soliciting ideas, suggestions, and reactions will not only make people feel important, you might be surprised at what you learn.
  1. Follow through, always – no exceptions. As a manager or supervisor, you are on stage all the time. If you don’t follow through, or if you drop the ball, you can expect your employees to do the same thing.
  1. Recognize the job of a manager is to remove roadblocks, irritants, and frustrations – not put them there. You need your employees more than they need you. When you remove roadblocks, irritants, and frustrations, you help your employees become successful and you will be successful also.

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GETTING PEOPLE TO FOLLOW YOUR LEAD

Members of your team will not necessarily follow your lead just because you’ve been given the title manager or supervisor. Unless you earn their respect, you might get insincere agreement, passive resistance, or a minimum effort. With their respect, you can have motivated team members who go the extra mile, initiate work, follow through, and contribute creative ideas for improvement.

Listed below are actions you can take to earn the respect of your team members, co-workers, and bosses:

  • Be Credible – say what you will do and do what you say.
  • Be Trustworthy – tell the truth, even if it is painful (to you).
  • Be Respectful – treat others the way you would like to be treated; or, better yet, treat others the way they want to be treated.
  • Be Consistent – most people have a strong fear of the unknown. When team members aren’t sure how you will respond in a given situation, it causes a degree of fear and they do not do their best work in an aura of fear. Conversely, when you are consistent and team members can predict your reaction, they will feel safe and be more likely to perform at an optimum level.
  • Be Supportive – you are a resource for your team members. Your job is to help them perform at a high level and being productive so they will be successful for the organization. Being supportive by providing resources and removing obstacles is a big part of your responsibility.
  • Be Appreciative – your team members trade their performance for your appreciation, approval, and applause. It doesn’t take much time or effort to say “thank you” or to comment on someone’s work. This attentiveness will pay big dividends in team member loyalty, motivation, and performance.
  • Be Humble – encourage team members to feel that you can identify with them by using some form of self-disclosure. For example, “I felt the same way when that happened to me;” or “A similar thing happened to me;” or “I ran into a similar problem on one of my projects.”

Managers tend to overestimate the control they have by position authority and underestimate the influence they have by treating people with dignity and respect, being supportive, showing appreciation, and by being credible, trustworthy, consistent, and humble.

Rate yourself in the areas listed above and set goals to improve in those areas that you wish you could have rated higher. Then, enjoy the benefits of having people follow your lead because they want to, not because they think they have to.

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TEAM EFFECTIVENESS TIPS

  • Identify what is needed to accomplish your goals and express them in terms of the daily activities necessary for achieving them.
  • Identify individual and team priorities, put them in writing, and coach from them.
  • Define what scoring and winning is for your team. When a team works together to accomplish a common goal, synergy is created and a winning tradition is more likely to take place.
  • Make certain the best individual is in each position. Sometimes, the right people are on the team, but not necessarily in the right positions.
  • Improve communication by keeping the appropriate people informed. Give early warning if a deadline is going to be missed or if a problem is occurring.
  • Be on time.
  • Be willing to be cross-trained and learn new jobs.
  • Recognize opportunities where you can help, even if it is not in your job description.
  • Look beyond your job and see the big picture.
  • Offer input and ideas for improving processes and systems.
  • Avoid unnecessary interruptions by making lists of what you need to discuss.
  • Be willing to ask for and offer help.
  • Have a positive attitude toward customers and team members.
  • Clearly defined goals and expectations are essential for effective teamwork and optimum results. For goals and expectations to be meaningful, they need to be written, specific, and measurable. Specific goals and expectations deliver specific results. Unclear, vague goals and expectations typically produce no results. In order to assure acceptance of responsibility and consistency, people must understand what is expected of them.
  • Stop listening to gossip, rumors, and complaints that you cannot do anything about. A commitment to stop listening to things you cannot do anything about can have several positive effects:
    • People learn to stop “dumping” on you.
    • Time is not wasted worrying about things you have no control over.
    • Reputations are not destroyed.

When someone wants to engage in gossip, rumors, or complaints with you, suggest that they talk with someone who can do something about their concerns. By encouraging co-workers to be proactive about their concerns, you can reduce incidences of gossip, rumors, or complaints. As a result, you and your team members can enjoy greater productivity and a more positive work environment.

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PRINCIPLES FOR DEALING WITH PEOPLE PROBLEMS

Let people know the impact of their actions. Make sure the impact is relative to them, not you.

Avoid E-mail when dealing with people problems. You will lose the effectiveness of tone, inflection, facial expression, and body language; plus, your message or intent might be misinterpreted without the advantage of a dialogue. Try to deal with the issue face to face. If that isn’t practical, do it by phone.

The severity of the problem might dictate the time needed, but in most cases be direct and keep it brief.

Avoid showing anger. It is okay to show or express disappointment; or, to explain the gravity of the situation with intensity; but, getting angry will create unnecessary tension that could shut down communication and cause resistance to change.

Get the team member to set a goal to correct the problem behavior. Set a follow-up date to review progress on the goal.

Resist the temptation to raise your voice. Keep it at a normal level or slightly lower. This will help keep emotions in check and encourage the team member to listen.

Describe your expectations for acceptable performance, behavior, or results in specific terms. Do not “sugar coat” or “beat around the bush.” Get agreement or acknowledgement that the team member understands your expectations. Get the team member to tell you, in his or her own words, what your expectations are. A nod or passive approval is not enough when you are dealing with a serious problem.

Get agreement that the current behavior is not meeting expectations and is unacceptable.

Planning:   

  • Get the facts. Do not rely on rumor or innuendo.
  • Know enough about the person to predict his or her responses.
  • Write bullet points about what you will say in what order.
  • Choose an appropriate location that is private.

ASAP – when you become aware of a problem and have the facts, the best time to act is as soon as possible. Waiting will not make the situation better and it probably won’t go away. If the temperature gauge in your car enters the danger zone and a hissing noise is coming from under the hood, delaying attention will not be very pleasant. Likewise, delaying attention to problem behavior can be damaging to you and your entire team.

When challenged, the best strategy is to avoid over-reacting. Listen carefully and let the person vent. Venting to a good listener will usually make the other person more receptive to changing and taking corrective action.

Avoid offering your personal opinion; keep the discussion business-based.

When there are multiple issues, focus on one at a time to prevent overwhelming or confusing the team member.

Document the conversation. This will make it easier to follow up and reduce the possibility that something was misconstrued.

Be open to the possibility that this problem employee’s behavior is a symptom of a larger problem within your team. Perhaps this person is in the wrong role; there are poor working conditions or a hostile working environment; or, there is a personality conflict with another team member.

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DEALING WITH PEOPLE PROBLEMS

One of a manager’s most difficult jobs is dealing with people problems. Most managers have the tendency to ignore these problems and hope they will go away, or spend so much time dealing with them that they neglect those team members who are doing a good job. The ideas that follow will help you overcome these natural tendencies.

People problems fall into a lot of categories, e.g. tardiness, absenteeism, sloppiness, poor interpersonal relations, low performance, lack of cooperation, poor teamwork, insubordination, disruptive behavior, or breaking company rules, just to name a few.

Most minor issues or infractions can be corrected by simply addressing them in a gentle, straight-forward manner. This can often be done in a relaxed, casual setting. The better your relationship with the team member, the easier it will be to get an improvement in behavior.

However, if the problem persists and is having a negative impact on your team and productivity, you will need to let the employee know that some sort of resolution is imperative. This usually requires a more formal setting.

Virtually all employees want to be successful. They do not want to be viewed or considered as “high maintenance” or a problem. Sometimes the underlying problem is a feeling of being under-appreciated, or not being thought of as important to the team or organization.

Perhaps they have personal problems away from the job. Be careful that you don’t think of someone as “high maintenance” or a problem. It is important to focus on difficult or problem behaviors rather than difficult or problem people. This minor distinction can be a major factor in helping you maintain an objective, problem-solving attitude.

The costs of keeping poor performing employees are significant. The direct costs include increased labor, waste, rework, lost sales, poor customer relations, and damage to your reputation, to name a few. Team members who pick up the slack feel resentful and can lose their motivation. It will also be difficult for the manager to get other team members to perform at the desired level. The poorest performing employee usually sets the standards.

At the same time, the costs of replacing an employee can be substantial. The direct costs could include ad cost, placement fees, personnel testing, costs related to interviewing, and training costs. Other, harder to measure, costs could include: the cost of mistakes or errors, customer dissatisfaction or loss of confidence, and low team morale.

The Bottom Line – fixing an existing problem is usually less expensive than recruiting, hiring, and training a replacement employee.

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HELP TEAM MEMBERS DEVELOP THEIR TALENTS

Regardless of your product or service, you are in the people development business. Acquiring and keeping good people is one of your most important jobs. The more your team members grow and develop their talents and abilities, the more they will be able to accomplish. See your team members as they can become and encourage them to become what you see. People tend to become what the most important people in their lives think they will become; and, you are one of the most important people in the lives of your team members.

A great manager has the knack for making team members think they can become more than they are now. A great manager is one who brings out the best in his or her team members. Listed below are some ways you can help team members grow and bring out the best in them.

Encourage Personal Growth – Give them opportunities to try new things and acquire new skills. Growth is motivating. Stagnation is boring and will sap a person’s energy. Provide opportunities for learning. Give team members personal development books, tapes, and CDs. Conduct book studies. Send team members to seminars and other training opportunities

Be a Good Role Model – When you are a student of continuous learning and personal growth, it will be easier to encourage your team members to embrace personal development and growth.

Encourage Personal Goal Setting – When team members accomplish personal goals, they have more confidence in themselves, their self-esteem expands, and they become more valuable employees. The personal goal doesn’t need to have anything to do with work. When someone quits smoking, loses weight, starts a workout program, improves their golf game, spends more quality time with loved ones, or any other goal that is important to them, they will feel better about themselves and that will show up in their work.

Help Team Members Identify Their Strengths their talents and abilities – and help them spend more time using these strengths, talents, and abilities. Developing strengths is more motivational, takes less effort, and gives a greater return on investment than trying to fix weaknesses. If team members have been toiling in areas where they are weak, and you reassign them to work in areas where they can use their strengths, you’ll see a dramatic increase in natural motivation.

Look For Opportunities to Build Up Team Members – Give them credit for their suggestions; seek their opinions; recognize or point out their progress or improvement.

Set Goals for Growth – Make a list of your team members and identify what each of them can do to grow to the next level. Discuss what you have written with each team member, get their buy-in that they would like to accomplish the goal, and help them develop a written plan of action to achieve the goal. If, when you make your list, you discover some personal development goals common among team members, consider some group training that will address the goal area.

Set Up a Personal Development Library – This can be a room, an area of a room, a book shelf, cabinet, or any other designated area that team members have access to. You can have a formal check-out system or use an honor system. The important thing is to make it as easy as possible for team members to have access to material that will help them grow, develop, and use more of their potential.

Resist Any Temptation to Use Abusive Tactics such as sarcasm, ridicule, name-calling, or public embarrassment.

People will remember how you made them feel – good and bad – long after they forget the words. Seeing team members as they can become will help you view them in a positive light, choose the right words and actions, and encourage personal and professional growth.

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PRINCIPLES FOR HELPING PEOPLE PRODUCE DESIRED RESULTS

  1. Show appreciation for team members’ work and their contributions to the accomplishment of your team’s goals.
  2. Provide opportunities for training and learning.
  3. Match talents to roles as best you can.
  4. Treat each team member as an individual; get to know what is important to each team member; keep in mind that it is hard to motivate a stranger.
  5. Create a balance between striving for productivity improvements and developing team members.
  6. Expect, recognize, and reward excellence and outstanding performance.
  7. Confront inappropriate behavior without being confrontational.
  8. Insist that decisions be made at the lowest possible level.
  9. Formulate development plans for each team member; get their concurrence.
  10. Treat team members with dignity and respect; encourage them; give them hope.
  11. Take pride in your team members’ productivity, and let them know it.
  12. Create a climate of mutual trust among team members; avoid manipulation.
  13. Ask good questions and be a good listener; listen for meaning as well as words; also, listen for what isn’t said.
  14. Use the magic question, “What do you think?” to build the confidence of team members and empower them to solve problems and make good decisions.
What Do You Think?

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“No News” Kills Behavior

“No news is good news” is a destructive philosophy when it comes to bringing out the
best in people. Average managers will spend equal time with everyone or, worse yet,
spend most of their time with problem people they call “high maintenance.” Great
managers spend more time with their top producers.

Talent is a multiplier. The more attention and energy you invest in it, the greater the
yield. The time you spend with your best performers is your most productive time.
At its simplest, a manager’s job is to encourage people to do more of certain productive
behaviors and less of other, unproductive behaviors. Manager’s reactions can
significantly affect which behaviors are multiplied and which gradually die out. As a
manager, you are on the stage every day; you are sending signals that every employee
hears.

The less you pay attention to the productive behaviors of your superstars, the less of
those behaviors you will get. Since human beings are wired to get attention of some
kind, if they are not getting attention, they will tend, either subconsciously or consciously, to alter their behavior until they do.

Therefore, if you pay attention to your strugglers and ignore your stars, you can
inadvertently alter the behaviors of your stars. Guided by your apparent indifference,
your stars may start to do less of what made them stars in the first place and more of
kinds of behaviors that might net them some kind of reaction from you, good or bad.
When you see your stars acting up, it is a sure sign that you have been paying attention
to the wrong people and the wrong behaviors.

Keep this in mind. You are always on stage. Your misplaced time and attention is not a
neutral act. No news is never good news. No news kills the very behaviors you want to
multiply.

In a Gallup survey, great managers explained the benefits of spending time with their

best performers as follows: first, it was the fairest thing to do; second, it was the best
way to learn; and, third, it was the only way to stay focused on excellence.
Look at where you are spending your time. If you are spending too much time with
strugglers, make a conscious effort to spend more time with your best performers and
see how they respond. Remember, “no news” is destructive and doesn’t bring out the
best in people. Positive reinforcement is constructive and gets you more of the behaviors
you want.

Excerpted from FIRST, BREAK ALL THE RULES by Marcus Buckingham & Curt Coffman

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